Hesaplar — Automatik Journal and Financial Statements

1. On the Chart of accounts tab click Load package chart: depending on the company country (Settings › Company Information › Country) the Turkish Uniform Chart of Accounts or, for Indonesia, a chart mapped to SAK EP lines is loaded. Existing accounts are not touched.
2. On the Mappings tab review the cash and bank accounts, the purchase/sales/stock accounts by line type (raw material, finished goods, expense…) and the portfolio accounts of document types. An empty box uses the package default (grey text).
3. On the Periods tab choose the month, click Preview first, then Generate period entries.

Generation reads every document of the month and computes an entry for each document from its rule. Every entry has a signature (date + account/party/debit/credit lines). When you generate again: an unchanged document is not touched; the old entry of a changed document is closed with a reversing entry on the same date and a new one is written; the entry of a deleted document is closed with a reversing entry. Generation can therefore be run as often as you like. Preview writes nothing and only shows the figures.

If the system administrator sets MUHASEBE_GOREV=1 on the server, a background task (every 15 minutes by default) regenerates the current and the previous month when the source tables change. The task is off by default.

Default rules come from the country package (Türkiye below). On the Rules tab choose an event and change its lines (side, account or a placeholder such as @cari, amount), deactivate the rule, or go back to the default with Revert to package rule. Changes apply at the next generation.

Sales revenue is posted from the invoice's line base (the same figure as the Sales Analysis report), and VAT is split with the same classification as the VAT return breakdown: the header VAT is VAT collected, the difference to the line VAT is VAT withheld. The party line is always the amount in the party statement. When these three do not agree the entry still balances: a difference up to 1 TRY goes to the rounding accounts (649/659), a larger one to the suspense account (336 Other Payables / 136) and the document appears in the warning list.

Most common case: on a withholding invoice the full VAT was charged to the customer and the customer paid all of it; the withheld share then shows in 336 — VAT collected from the buyer that will not be declared. Check with your accountant.

No entry is written for a document at the block level: the rule's account is not in the chart or is a summary account, the document type is not mapped to an event, or the document changed while the period was locked. Add the account or fix the mapping, then generate the period again. A document at the warning level is posted but should be reviewed (a difference in the suspense account, a product whose cost is unknown so no cost of goods sold was written, a voucher treated as a cheque because the document record was missing). Mark a reviewed line with Acknowledge; the acknowledgement survives the next generation. A period cannot be locked while blocks are open.

• Zero exchange rate: if a line of a foreign-currency invoice has a zero or empty rate, no entry is written and the document is listed with the block "Exchange rate is zero or empty on a line" (the same criterion as the Sales Analysis rate warning). Correct the line rate and generate the period again — the amount is not pushed into the suspense account.
• Zero-amount invoice: no invoice entry is created but the document is listed with the "Zero-amount invoice" warning; for a sales invoice the issued stock is costed as a free-of-charge issue.
• Free-of-charge issue: a sales line with price zero (sample, free delivery) does not enter revenue; its cost is posted with the separate Free-of-charge issue rule (Türkiye default 621, description "bedelsiz çıkış") instead of cost of goods sold. It can be redirected to another expense account on the Rules tab.
• Corporate Backbone manual entry: if a document was posted manually in the Corporate Backbone, no automatic entry is generated (warning) and the earlier automatic entry is reversed; conversely a document with an automatic entry cannot get a manual one.
• Re-running the FX revaluation is idempotent: the old revaluation of a party without a difference and its next-month reversal are undone. In a locked period FX revaluation and the depreciation template are not written and return a clear error. A depreciation template entry can be undone with a reversing entry that states a reason.
• Deleting a period's automatic entries removes the whole document chain: a reversal dated in another month or an FX reversal goes too; if an entry of the chain is in a locked period, the deletion is refused.
• Cash or bank: an account counts as cash only by its account type (cash card), not by its name; otherwise assign an account on the Mappings tab.

The Entries tab is filtered by date, account, party, event and text; clicking an account in a statement opens that account's entries. In the entry detail, Open document opens the source invoice, production order or the cheque/cash/bank window. An automatic entry is never edited by hand: fix the document or the rule and generate the period again. For records without a source document (correction, opening, accrual) use Manual entry; if four-eyes control is on in the corporate controls the entry is saved as a draft and another authorised user approves it. An approved manual entry can only be undone with a reversing entry that states a reason.

• Trial balance: opening, period debit/credit and balance per account; level (class, group, ledger account, sub-account) and comparison (previous period, last year). Badge: debit = credit.
• Balance sheet (as at the chosen date): Turkish uniform asset/liability groups, or the SAK EP statement of financial position for Indonesia. Profit for the period comes from that year's income statement; unclosed profit/loss of earlier years is a separate line. Badges: assets = liabilities and equity, income statement net profit = balance sheet profit for the period.
• Income statement: uniform chart lines A–K (7/A cost accounts are attached to the related lines) or SAK EP profit or loss.
• Cash flow (indirect method): net profit + adjustments + working-capital change + investing + financing = change in cash and cash equivalents (badge).

Every statement downloads as CSV and XLSX. Without an opening entry the balances are only the movements of the generated periods (the screen shows the date of the ledger's first record).

The summary is the Official Obligations module's kdv.aylik breakdown (it is not recomputed); the ledger counterparts are shown next to it: VAT collected on sales = 391 net, VAT withheld on sales, calculated VAT (gross), deductible VAT = 191 net, VAT to be declared as the responsible party = 360. Differences up to 5 kuruş come from per-entry rounding. It is not the return itself; the accountant files it with these figures.

Lock period (a reason is required) freezes the month's journal: neither generation nor manual entries write to that month, and a changed document is listed as the block "document changed in a locked period". Only the system administrator can unlock. The period lock and period close in the corporate controls are honoured too: nothing is posted to a closed date.

Revalue FX values open foreign-currency party balances at the Central Bank selling rate (the same calculation as Company reports › FX difference): gains go to 646 Foreign Exchange Gains, losses to 656 Foreign Exchange Losses. The revaluation is dated the last day of the month and an automatic reversing entry is posted on the first day of the next month, so the party statement and the ledger stay aligned. Because it uses the current rate, it is available only for the current and the previous month. As there is no fixed-asset module, the amount of the Depreciation entry (template) is keyed in and posted at month end with the depreciation template in Rules (770 / 257).

On screens smaller than 7 inches the window opens in three steps: Summary (balance sheet totals, the month's income statement, the VAT/PPN summary and the check badges), Entries (card list; tapping a card opens the entry detail) and Unmapped (blocks and warnings, Acknowledge; Preview and Generate period entries in the bottom bar). The chart, rules and mappings are on the desktop.

The window opens for the system administrator and for users with the Accounting permission. Write operations also require the server's write gate; a read-only user cannot write. Unlocking a period and deleting a period's automatic entries are available only to the system administrator. Every operation is recorded in the audit trail.